ITT Provision of Web Hosting Services GMB DOM 57-09-21

REQUEST FOR PROPOSAL FOR THE SELECTION OF A CONSULTING FIRM
FOR PROVISION OF WEB HOSTING SERVICES

PROCUREMENT REFERENCE NO: GMB/DOM/57/09/2021
Grain Marketing Board
REQUEST FOR PROPOSALS
For the
Selection of Consultancy
Services
(Provision of web hosting services)
CLOSING DATE: September 16, 2021
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Standard Request for Proposals for the Selection of Consultants to: Provision of
web hosting services
Procurement Reference No: GMB/DOM/57/09/2021
Procuring Entity: GRAIN MARKETING BOARD
Date of Issue: September 10, 2021
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Table of Contents
Part 1: Proposal Procedures
Part 2: Statement of Requirements
Part 3: Contract
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PART 1: PROPOSAL PROCEDURES
PART 1: REQUEST FOR PROPOSALS PROCEDURES

1.1 References:
References to the Act are to the Public Procurement and Disposal of Public Assets Act
[Chapter22:23] and references to the regulations are to the Public Procurement and Disposal of
Public Assets (General) Regulations, 2018 (Statutory Instrument No. 5 of 2018). The terms and
requirements in the Act and Regulations govern the submission of Proposals and should be read by
all Consultants.
1.2 Preparation of Proposals:

Only consultants registered with the Procurement Regulatory Authority of Zimbabwe (PRAZ) in
terms of Section 4.2 of the Public Procurement and Disposal of Public Assets (General)
Regulations, 2018 (Statutory Instrument No. 5 of 2018) are eligible to participate.
You are requested to submit a Proposal to provide the consulting services detailed in the Statement
of Requirements by submitting separate technical and financial proposals (in two separate
envelopes), as detailed below. The standard forms contained within this Request for Proposals may
be retyped for completion, but the Consultant is responsible for their accurate reproduction.
You are advised to carefully read the complete Request for Proposals document, including the
Special Conditions of Contract in Part 3, as well as the Contract Agreement and the General
Conditions of Contract for Consultancy Services (available on the Authority’s website or on
request), before preparing your proposal. Part 3: Contract Agreement is provided not for
completion at this stage but to enable Consultants to note the Contract terms they will enter if their
bid is successful.
1.2.1. Background
GMB is in need of a service provider to perform website services including designing and
developing a new public-facing website and assuming responsibility for the hosting,
support, and maintenance of the Parastatal’s web presence. The Parastatal seeks a qualified
consultant to perform other services related to including but not limited to operating web-
based applications, data feeds, and interfaces to third parties. The Parastatal is flexible in
terms of a platform for the Internet site, provided the platform can meet the defined
requirements and is a proven viable solution capable of maintaining the standard set by the
Parastatal
1.2.2. Scope
This RFP contains instructions governing the proposals to be submitted and the material to
be included therein: a description of the service to be provided; requirements (which must
be met to be eligible for consideration); general evaluation criteria; and other requirements
to be met by each proposal
1.2.3. Type of Contract.
The Parastatal intends to award one contract because of this RFP. It is proposed that if a
contract is entered into because of this RFP, it will be a fixed-fee contract with additional
Work Orders negotiated as needed. The Parastatal may at its sole discretion undertake
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negotiations with Proposers whose proposals regarding price and other factors indicate that
they are qualified, responsible, responsive, and capable of performing the work
1.3 Number of bids allowed
No Consultant may submit more than one bid, either individually or as a joint venture partner in
another bid, except as a subcontractor. A conflict of interest will be deemed to arise if bids are
received from more than one Consultancy owned, directly or indirectly, by the same person.
1.4 Preparation of Technical Proposals:

Technical proposals should contain the following documents and information:
i. the Technical Proposal Submission Sheet in this Part.
ii. The firm overview in the form of a company profile showing the structure of the
organisation including executives and professional personnel, engineers, technicians,
specialists, software/application administrators, consultants, or other relevant
professional staff in each office.
iii. Evidence of experience of at least 3- 5 years shown by signed documentation evidencing
successful completion of tasks. Reference letters are not acceptable for this criteria item.
Copy of contracts / project sign off/completion certificates/relevant documentary proof
iv. Profile of previous work of a similar nature done and completed. This will include
contacting of any references and or visiting of the websites. Reference letters must be
submitted where similar works were undertaken in the 3 years on letterheads of previous
Clients.
v. Proof of a qualified staff complement to run the project including the organogram of
personnel seconded to the project. CVs of key personnel must be submitted in the technical
envelope. Provide the names, proposed roles, background and experience,
certifications, current professional licenses, office location, and availability of the
consulting personnel that would perform the services as described in this RFP.
Specifically identify the primary person(s) who will be responsible for managing the
relationship with the Parastatal during this endeavour. The Proposer must submit a
current resume for all proposed staff listing relevant experience and applicable
professional affiliations.
vi. Proposed project schedules and timelines (Gantt chart) must be submitted.
vii. Assessment of the methodologies used to deliver the project (to include web
hosting).
 Provide a description of the proposed approach/methodology that you will
follow, along with a project plan and timeline that identifies the phases and
tasks required to complete the services defined in this RFP. Include in this
section the deliverables and reports that will be provided, the project controls
that will be used, and the tasks that will be performed.
 Describe how you will gather requirements including the review and carry-
over or elimination of current content.
 Explain how you will architect a user-centric design that will meet the needs
of the Parastatal, its external stakeholders, and its employees.
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 Describe the platform you are proposing and how your approach will address
each of the following items: Information Architecture (Features and
Functionality)
 Describe your approach to designing, developing, maintaining, and hosting
the core applications.
 As part of this description, explain how your approach will result in greater
efficiencies for the Parastatal and an improved experience for users.
 Describe your approach to designing, developing, and maintaining additional
integrated web-based applications and content upon request by the Parastatal
and throughout the term of the contract.
 Explain how you intend to engage stakeholders in design activities with an
emphasis on meeting stakeholder expectations for content, functionality, and
usability.
 Describe your approach, including checklists and reviews in your
engagement, web hosting and exit plan.
 Describe content management capabilities you propose to deliver to meet the
requirements.
 Identify any additional recommended content management features or
functions your solution will provide. Explain how you propose to roll-out
your content management solution to the Parastatal staff, including the
training you propose to make available. Include a description of your ability
to manage content, on behalf of the Parastatal, during and post migration.
 Describe your approach to ensuring that the website will be easily accessible
regardless of physical ability or skill level of the user.
 Describe your approach to supporting multiple languages, including how you
will perform quality control (i.e., content validation, spellchecking, etc.)
 Explain how you propose to make the website accessible through a variety of
end-user devices including computers/laptops, tablets and cell phones.
 Identify and describe any additional features or functionality you will provide
to enhance accessibility. Explain how you will test for and validate
accessibility prior to deployment of the website.
 Describe the search capabilities that will be available to users of the website.
 Describe how your proposed solution will handle the addition, update and/or
removal of content from the site.
 Describe the approach to menu management that will be delivered as part of
the solution.
 Identify and describe any additional features or functionality you will provide
to enhance navigation. Identify any limitations.
 Describe your proposed hardware and software configuration and your
experience in managing the same or a similar environment.
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 Describe your recommended strategy for backup and version control.
 Describe your proposed disaster recovery solution, including Recovery Time
Web Hosting, Support, and Maintenance Services.
 Describe your approach to maintaining the security and integrity of the
website.
 Describe the functionality of an administrative dashboard you propose to
make available to select GMB staff.
 Describe how you will capture and share website analytics and specific
statistics related to content expiration, user experience, and quality. Include
the frequency you plan to share this information with designated GMB staff
as either scheduled or ad-hoc reports.
 Describe how you will document all changes and activity taking place on the
Internet site.
 Describe how you will maintain the functionality and integrity of the Internet
site.
 Describe how your solution will provide online, live, and emergency support
to GMB staff and external users.
 Describe your user training process and the types of materials you have
created for similar scale projects in the past.
 Transition Plan Include a Transition Plan with a timetable and a breakdown
of roles and responsibilities that will allow the vendor to perform onboarding
and ramp up to provide the deliverables and services as outlined in the new
contract. The Transition Plan should provide a practical high-level strategy
that will be defined in detail following contract award. The Transition plan
must include strategies for both entrance (Contract Notice to Proceed) and
exit (termination of the Contract) transitions. If transition options are offered,
the Proposer must include pricing of these transition models in the financial
envelope.
viii. A bid security must be submitted in the technical envelope.
ix. bid Validity of 90 days must be stated without failure. Failure to state bid validity in the
technical proposal shall lead to automatic disqualification.
x. A copy of your Certificates of Registration (CR14/CR6 and Certificate of Incorporation)
demonstrating your registered supplier status must be submitted.
xi. Proof PRAZ Registration in the form of a Registration Certificate, must be submitted
without failure.
xii. A copy of your valid ZIMRA Tax Clearance Certificate and VAT registration must be
submitted.
1.5 Preparation of Financial Proposals:

Financial proposals should contain the following documents and information:
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i. the Financial Proposal Submission Sheet in this Part;
ii. the Breakdown of Contract Price form in this Part, showing all costs for the assignment, broken
down into fees and reimbursable costs;
1.6 Basis of Pricing and Payment:

The contract will be a time-based contract.
The contract price must be a maximum amount. Payment will be made for the time actually spent
and for reimbursable expenses actually incurred by the Consultant in the performance of the
Services, using the rates specified in the Breakdown of Contract Price.
Clarification of the request for proposals document may be requested in writing by any Consultant
to:
The Supply Chain Manager

Grain Marketing Board (GMB)
Dura Buildings
179-187 Samora Machel Avenue
Harare
P.O Box CY 77 Causeway
Tel: +263 242 701870-95, +263 242 790950
Via Email to [email protected], [email protected] or

[email protected]
Not later than September 14, 2021. GMB shall respond to all the queries raised before the
query cut-off deadline before tender closing.
1.7 Validity of Proposals:

The minimum period for which the Consultant’s proposal must remain valid is 90 Days from the
deadline for submission of proposals. Bidders must state their Bid validity in the Technical
Proposal. Failure to state Bid Validity will lead to automatic disqualification.
1.8 Sealing and marking of Proposals:

The technical and financial proposals should be sealed in separate envelopes, both clearly marked
with the Procurement Reference Number above, the Consultant’s name, the name of the Procuring
Entity and either “Technical Proposal” or “Financial Proposal” as appropriate.
Both envelopes should be enclosed in a single outer envelope, clearly marked with the Procurement
Reference Number above, the Consultant’s name and the name of the Procuring Entity. All the two
envelopes should be sealed in such a manner that opening and resealing cannot be achieved
undetected. The single outer envelope makes a single full bid.
Bids should be submitted in triplicate with one (1) original copy marked “ORIGINAL” and two
(2) copies each marked “COPY” All 3 copies should be in sealed envelopes clearly marked with
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the details of the tender and should be deposited in a tender box situated at the below address. In
the event of any discrepancy between the original and the copies, the original will prevail.
1.9 Submission of Proposals:

Proposals should be submitted to the address below, no later than the date and time of the deadline
below. Late proposals will be rejected. The Procuring Entity reserves the right to extend the
proposal submission deadline but will notify all consultants invited to submit proposals of the
amended proposal submission deadline
Date for Submission: September 16, 2021
Time of Submission 10:00 Hours (local time).
Address for submission:

Grain Marketing Board (GMB)
Dura Buildings
179-187 Samora Machel Avenue
Harare, Zimbabwe
1.10 Means of acceptance:

Bids in the sealed envelopes shall be deposited in a tender box situated at the above address. All the
bidders should record their bids in the tender submission register situated thereto, in the format
prescribed in the register.
1.11 Opening of Proposals:

Please note that no public opening of this tender shall be done in line with S.I. 77 of 2020 to
manage the spread of COVID-19 Virus.
The technical proposals will be opened first following the deadline for submission. Financial
proposals will be kept unopened, and the evaluation committee will have no access to financial
information until the technical evaluation is concluded.
Financial proposals of the rejected bids will be returned unopened. Financial proposals for
accepted bids will be opened after notification of the results of technical evaluation.
1.12 Withdrawal, amendment or modification of Proposals:

A Consultant may withdraw, substitute, or modify its Proposals after it has been submitted by
sending a written notice, duly signed by an authorized representative. However, no Proposal may
be withdrawn, substituted, or modified in the interval between the deadline for submission of
Proposals and the expiration of the period of proposal validity specified by the Consultant or any
extension thereof.
1.13 Evaluation of Proposals:

The evaluation of proposals will use the Least Cost evaluation methodology as detailed below:
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1.14 Least Cost selection method

i. Preliminary examination to confirm that all documents required have been provided, to
confirm the eligibility of consultants and to confirm that the Consultant has accepted all terms
and conditions without material deviation or reservation.
ii. Technical evaluation to assess the technical quality of proposals against the criteria below. All
bids that do not meet the minimum standards (preliminary and 70% technical points) are
dropped.
iii. Financial evaluation to determine the most responsive bid. Of the remaining bids the one
offering to provide the service at the lowest price is accepted, so the bidders compete only on
price
Proposals failing any stage will be eliminated and not considered in subsequent stages.
The technical envelope must include the preliminary requirements as well as the technical
evaluation requirements.
1.15 Preliminary requirements
 PRAZ registration
 Valid tax clearance
 A copy of your Certificates of Registration (CR14/CR6 and Certificate of Incorporation)
 Bid validity of 90 days
 Technical proposal submission sheet
 Payment terms (Payment after delivery and in ZWL)
1.15 Technical Evaluation Criteria:

Proposals will be awarded scores out of the maximum number of points indicated below for each of
the following criteria:
Criteria Points Rationale for points
GANTT Chart stating 2 points Not stating – 0 points
Stating – 2 points
Reasonability of GANTT chart 5 points Sequency of activities not
practical – 0 points
Sequency of activities
practical- 5 points
Methodology/Approach 5 points Providing a methodology – 5
points
Not providing methodology- 0
points
Reasonability of methodology 30 points A point each for each item
under approach/methodology
Key personnel 30 points 6 points per each key
personnel.
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Qualification of team leader 10 points PHD or better- 10 points

Masters degree- 8 points
Undergraduate degree- 6 points
College/University Diploma- 4
points
Certificate- 2 points
Firm overview 5 points No company profile – 0 points
Company profile without
relevant staff- 1 point
Company profile with relevant
staff – 5 points
3 References 3 points Each point for each reference
letter
Evidence of Specific and 10 points Below 3 years- 0 points
relevant experience
3 years- 6 points
4 years- 8 points
5 years or more – 10 points
The minimum technical qualifying score required to pass the technical evaluation is 80 points.
The bidder who scored 80 or more points in the technical evaluation will proceed to the next stage
1.16 Financial Criteria:
The technically responsive consultant with the most competitive price will be awarded the contract.
1.17 Currency:
Bids must be priced in both ZWL$ and USD in line with S.I. 185 of 2020. The currency of
evaluation shall be ZWL$ with contract and payment being made in the same currency as well.
Proposals in other currencies will be converted to this currency for evaluation purposes only, using
the exchange rates published by the Reserve Bank of Zimbabwe at http://www.rbz.co.zw/ on the
date of the submission deadline.
1.18 Recommendation for Award:

The proposal with the highest combined score (Financial +Technical) will be recommended
for award of contract, subject to any negotiations required.
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1.19 Award of contract:
Award of contract will be by placement of a contract in accordance with Part 3 of this Request For
Proposals. The proposed award of contract will be by issue of a Notification of Contract Award in
terms of section 55 of the Act which will be effective until signature of the contract documents in
accordance with Part 3: Contract. Unsuccessful Consultants will receive the Notification of
Contract Award and, if they consider they have suffered prejudice from the process, they may,
within 14 days of receiving this Notification, submit to the Procuring Entity a Challenge in terms of
Section 73 of the Act, subject to payment of the applicable fee set out in section 44 of and the Third
Schedule to the Regulations.
The contract will only be valid subject to payment of annual contract administration fees in line
with Part V of the Fifth Schedule to the Regulations.
The Procuring Entity reserves the right to accept or reject any proposal or to cancel the
procurement process and reject all proposals at any time prior to contract award.
1.20 Bid Security/ Bid Bond

The Bidder must include Bid Bonds in their Technical Proposals:
The Tender must be accompanied by a Bid Bond or Bid Security of ZWL$50 000.00 for Local
Bidders whilst International/Foreign Bidders shall pay USD609.00 (auction rate of 85.69 used)
valid for a period of 90 days after tender closing date (bidding period) plus an additional 28 days, in
line with Section 26 of the Procurement Regulations (S.I.5 of 2018).
Bidders are free to choose the form of Bid Security that they would want to submit from any one of
the following options below: -
Option 1 ---------- A Bank Guarantee of ZWL$50 000.00 in the name of GMB.

Option 2 ---------A Cash Deposit or payment options available to the Authority (PRAZ) of
ZWL$50 000.00 for Local Bidders whilst Foreign/International bidders shall pay
USD609.00 (Please submit your banking details to PRAZ and also inset them in
your bid document).
If Option 2 is chosen bidders must pay ZWL$50 000.00 for Local Bidders whilst
International/Foreign Bidders shall pay USD609.00 for the Bid Security that shall be Refundable at
the end of the Bidding period plus another ZWL$16 000.00 for Local Bidders whilst
International/Foreign Bidders shall pay USD200.00 which shall be non-refundable for cash bid
bond establishment fee in line with Part 1V of the Procurement Regulations (S.I.5 of 2018).
(Please submit your banking details to PRAZ and also insert them in your bid document for
processing of refunds).
Failure to comply with the above will lead to automatic disqualification.
The Bid Bonds of the unsuccessful bidders will be released immediately after award of tender
while that of the winning bidder will only be released after submission of the Performance Bond as
specified below. Bid bonds from insurance or insurance brokers are not acceptable.
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Any bid not accompanied by a Bid Security or Bid Bond will be rejected by the Procuring Entity as
non-responsive.
The Bid Security or Bid Bond of a Joint Venture (JV) must be in the name of the JV that submits
the Bid. If the JV has not been legally constituted at the time of bidding, the Bid Security must be
in the names of all intended partners.
1.21 CONTRACT ADMINISTRATION FEES

Bidders must note that they will pay contract administration fees to PRAZ upon winning the tender
in line with Part V of the Procurement Regulations (S.I.5 of 2018).
1.22 Corrupt Practices:

The Government of Zimbabwe requires that Procuring Entities, as well as Consultants, observe the
highest standard of ethics during the procurement and execution of contracts. In pursuit of this
policy:
i. the Procuring Entity will reject a recommendation for award if it determines that the Consultant
recommended for award has, directly or through an agent, engaged in corrupt, fraudulent,
collusive, coercive or obstructive practices in competing for the Contract or been declared
ineligible to be awarded a procurement contract under section 99 of the Act; a definition of
these terms is found in clause 1.9 of the GCC;
ii. the Authority may under Section 72 (6) of the Act impose the debarment sanctions under
section 74(1) of the Regulations;
iii. in accordance with section 42 of the Regulations, submission of a bid will be deemed to be an
undertaking on behalf of the Consultant to accept the responsibilities described in clause 1.1 of
the GCC; and
1. Any conflict of interest on the part of the Consultant must be declared.
Declaration by the Accounting Officer
I declare that the procurement is based on neutral and fair technical requirements and the
Consultant’s qualifications.
[Signed by: Q. Shangai Procurement Manager]

……………………………………………………………………… :……………………………………………………………………………………..
Name: Designation
On behalf of the GMB Accounting Officer
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1.23 Technical Proposal Submission Sheet
{Note to Consultants: Complete this form with all the requested details and submit it as the first
page of your technical proposal, with the documents requested in Part 1 attached. Ensure that your
proposal is authorised in the signature block below. A signature and authorisation on this form
will confirm that the terms and conditions of this RFP prevail over any attachments. If your
proposal is not authorised, it may be rejected.
In case the Consultant is a Joint Venture (JV), the Bid must be signed by an authorized
representative of the JV on behalf of the JV, and so as to be legally binding on all the members as
evidenced by a power of attorney signed by their legally authorized representatives.}
Procurement Reference Number:
Subject of Procurement:
Name of Consultant:
Consultant’s Reference Number:
Date of Technical Proposal:
We offer to provide the services described in the Statement of Requirements, in accordance with
the terms and conditions stated in your Request for Proposals referenced above.
We confirm that we are eligible to participate in public procurement and meet the eligibility criteria
specified in Part 1: Proposal Procedures of your Request for Proposals.
The validity period of our proposal is: ……….. days from the date of the submission.
We submit on the attached Appendices the evidence to demonstrate our suitability to perform the
required services:
Appendix A: Methodology and Work Plan;
Appendix B: Experience and Qualifications.
We understand that the proposals in these Appendices, if approved or as amended, will be included
in the Contract Appendices and shall form a contractual commitment.
We enclose a separately sealed financial proposal.
We declare that we are not debarred from bidding and that the documents we submit are true and
correct.
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Technical Proposal Authorised By:
Signed …………………………….. Name: …………………………………

…
In capacity of: …………………………….. Date: …………………….(DD/MM/YY)
Duly authorised for and on behalf of:
Firm ……………………………………………………………………………………
Address: ……………………………………………………………………………………
…………………………………………………………………………………….
Corporate Seal (where appropriate)
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Financial Proposal Submission Sheet (in the Financial Envelope)

{Note to Consultants: Complete this form with all the requested details and submit it as the first
page of your financial proposal, with the documents requested above attached. Ensure that your
proposal is authorised in the signature block below. A signature and authorisation on this form
will confirm that the terms and conditions of this RFP prevail over any attachments. If your
proposal is not authorised, it may be rejected. The total price of the proposal should be expressed
in a currency permitted in the SCC}.
In case the Consultant is a Joint Venture (JV), the Bid must be signed by an authorized
representative of the JV on behalf of the JV, and so as to be legally binding on all the members as
evidenced by a power of attorney signed by their legally authorized representatives.
Procurement Reference Number:
Subject of Procurement:
Name of Consultant:
Consultant’s Reference Number:
Date of Financial Proposal:
The total price of our proposal is: _______________ and _______________. {insert currencies and
amounts}
We confirm that the rates quoted in our Financial Proposal are fixed and firm for the duration of the
validity period and will not be subject to revision or variation or adjustment.
Financial Proposal Authorised By:
Signed …………………………….. Name: ……………………………………
Firm ……………………………………………………………………………………
Address: ……………………………………………………………………………………
…………………………………………………………………………………….
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Summary of Costs
{Complete this form to summarise all the costs together from the breakdown of costs and submit it
as part of your financial proposal. Failure to submit a completed Summary of Costs will lead to
automatic disqualification.
Costs
Item
[ZWL$]
Fees
Reimbursable Costs
VAT
Total Cost of
Financial Proposal 1
1 The total cost must coincide with the sum in the Financial Proposal Submission Sheet.
2 All the costs must be disclosed and the table fully completed.
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BREAKDOWN OF CONTRACT PRICE (FEES)

{Complete this form with details of all your costs and submit it as part of your financial proposal.
Authorise the rates quoted in the signature block below. Where this is a lump sum contract, the
total price will be the contract price and the breakdown will be used only to determine the price of
any additional services. Where this is a time-based contract, the breakdown will be used as the
cost estimates and payment will be made for the services actually performed and costs actually
incurred.}
Currency of Costs: ZWL$
FEES
Input Unit of
Name and Position of Personnel Unit Rate Total Price (ZWL$)
Quantity Input
Sub Total:
Breakdown of Contract Price Authorised By:
Signed …………………………….. Name: ……………………………………
Firm ……………………………………………………………………………………
Address: ……………………………………………………………………………………
…………………………………………………………………………………….
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BREAKDOWN OF CONTRACT PRICE (REIMBURSABLES)

Currency of Costs: ____________________
REIMBURSABLE COSTS
Unit of Total Price
Description of Cost Quantity Unit Price
Measure (ZWL$)
Sub Total:
Breakdown of Contract Price Authorised By:
Signed …………………………….. Name: …………………………………

…
Firm ……………………………………………………………………………………
Address: ……………………………………………………………………………………
…………………………………………………………………………………….
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Appendix A: Methodology and Work Plan
{Describe the methodology and work plan you would propose to use in meeting the
requirements in the statement of requirements in Part 2.}
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Appendix B: Experience and qualifications

{Provide background information about the consultancy firm that is bidding for the
Contract and of any other firm that is associated with this bid. State whether any of the
required services will be sub-contracted. Describe the experience of the firm in performing
similar consultancy Contracts, if so required by the instructions in Part 1.
Name the key personnel who will perform the requirements under the Contract, their
proposed period of engagement, including working hours and holidays, and describe their
qualifications and experience in working on similar Contracts, distinguishing between
foreign consultants and national (Zimbabwean) consultants. Describe any intended transfer
of knowledge to consultants and other personnel in Zimbabwe and how this transfer will be
achieved.}
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REQUEST FOR PROPOSALS DOCUMENT FOR THE SELECTION OF
PROCUREMENT REFERENCE NO:
PART 2: STATEMENT OF REQUIREMENTS
PART 2: STATEMENT OF REQUIREMENTS

A: Terms of Reference
1. Web hosting for GMB

2. Managing the website and ensuring its security
3. Ensuring the website meet the objectives of GMB in managing stakeholders and
ensuring dissemination of all critical information
Formal communication shall be made after tender closing date.
Additional information
1. Place of Performance of the Services:
GMB Head Office and all its Depots.
2. Training and transfer of knowledge required: YES
3. Reports and deliverables required, reporting schedule and assignment time

schedule: Bidder to provide Gantt chart with work breakdown structure.
Weekly updates.
4. Critical information which aids the assignment
B: Key Personnel
 Brief CVs indicating experience and professional membership of those who will
execute the work.
 All the key personnel for the assignment must be listed together with their CVs.
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Part 3: Contract
PART 3: CONTRACT FOR CONSULTANTS’ SERVICES
Lump Sum Contract
between
[name of the Procuring Entity]
and
[name of the Consultant]
Dated:
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Part 3: Contract
Contract
[Text in brackets [] is for the guidance of the person who drafts the document; all notes should be
deleted in final text]
This CONTRACT (hereinafter called “the Contract”) is made on the [day] day of the month of
[month], [year], between, on the one hand, [full name and address of Procuring Entity]
(hereinafter called the “Procuring Entity”) and, on the other hand, [full name of Consultant]
(hereinafter called the “Consultant”).
[Note: If the Consultant consist of more than one entity, the above should be partially amended to
read as follows: “… (hereinafter called the “Procuring Entity”) and, on the other hand, a joint
venture/consortium/association consisting of the following entities, each of which will be jointly
and severally liable to the Procuring Entity for all the Consultant’s obligations under this Contract,
namely, [name of Consultant] and [name of Consultant] (hereinafter called the “Consultant”).
WHEREAS
(a) the Procuring Entity has requested the Consultant to provide certain consulting
services as defined in this Contract (hereinafter called the “Services”);
(b) the Consultant, having represented to the Procuring Entity that he has the required
professional skills, and personnel and technical resources, has agreed to provide the
Services on the terms and conditions set forth in this Contract;
(c) the Procuring Entity has secured budgeted funds towards the cost of the Services and
intends to apply a portion of the funding to eligible payments under this Contract, it
being understood that such payments will be subject, in all respects, to the terms and
conditions of the contract;
NOW THEREFORE the Parties hereby agree as follows:

1. The following documents (hereinafter called “the Contract Documents”) attached hereto
shall be deemed to form an integral part of the Contract:
(a) The General Conditions of Contract;
(b) The Special Conditions of Contract;
(c) The following Appendices: [Note: If any of these Appendices are not used, the words
“Not Used” should be inserted below, next to the title of the Appendix]
Appendix A: Methodology and Work Plan {This should be in accordance with

Section A of the Statement of Requirements} [Not used]
Appendix B: Experience and Qualifications of Key Personnel {This should be in

accordance with Section B of the Statement of Requirements.} [Not used]
Appendix C: Cost Estimates [Not used]
Page 24 of 36
Part 3: Contract
This Contract shall prevail over the Contract Documents. In the event of any
discrepancy or inconsistency within the Contract Documents, then the documents
shall prevail in the order listed above.
2. The reciprocal rights and obligations of the Parties shall be as set forth in the Contract and
the Contract Documents, in particular:
(a) the Consultant shall carry out the Services in accordance with the provisions of the
Contract; and
(b) the Procuring Entity shall make payments to the Consultant in accordance with the
provisions of the Contract.
3. Irrespective of when the Contract is signed by the Parties, the Effective Date of the
Contract is the date referred to in clause 2.1 of the General Conditions of Contract, i.e. the
date of the Procuring Entity’s notice to the Consultant instructing the Consultant to
begin carrying out the Services.
IN WITNESS WHEREOF, the Parties have caused the Contract to be signed in their respective
names.
For and on behalf of [name of Procuring Entity]

Signed:
……………………………………………….[Authorized Representative]
Name:
In capacity as:
For and on behalf of [full name of Consulting Company]

Signed:
Name:
in capacity as:
[Note: If the Consultant consists of more than one entity, all these entities should appear as
signatories, e.g., in the following manner:]
Page 25 of 36
Part 3: Contract
For and on behalf of each of the Members of the Consultants

Name of Member:
Name of signatory:
in capacity as:
Name of Member:
Name of signatory:
in capacity as:
Page 26 of 36
Part 3: Contract
General Conditions of Contract

Any resulting contract placed shall be subject to the General Conditions of Contract (GCC) for the
Procurement of Consultancy Services (copy available on the Authority’s website or on request)
except where modified by the Special Conditions below.
Special Conditions of Contract

The clause numbers given in the first column correspond with the relevant clause numbers of the
General Conditions of Contract.
GCC
Amendment or supplement to the General Conditions of Contract for Services
reference
1.4 The address for the Procuring Entity is:
[Address]
[Address]
Email:
The address for the Consultant is:
{Consultant to provide contact details}
Email:
1.5 The location for the performance of services are [provide details]
1.6 The Member in Charge is {Consultant to provide details}
1.7 The Authorized Representatives are:
For the Procuring Entity: [Insert name and telephone number]
Page 27 of 36
Part 3: Contract
GCC
reference
For the Consultant: {insert name and telephone number}

[If the Consultant consists of a joint venture/consortium/ association of more than
one entity, specify the entity that is authorised to act on behalf of the other entities
in exercising all the Consultant’s rights and obligations towards the Procuring
Entity under this Contract, including without limitation the receiving of
instructions and payments from the Procuring Entity.]
1.8 Taxes and duties:

The Consultant, Sub-Consultants and Personnel shall pay all such indirect taxes, duties,
fees and other impositions as are levied under the laws of Zimbabwe. [Amend if any tax
exemptions apply.]
1.10 Nationals of the following countries are ineligible for performance of this Contract
[Insert ineligible countries or state none]
2.1 The effectiveness conditions are the following: [insert conditions]
[Note: List here any conditions of effectiveness of the Contract, e.g., Procuring Entity’s
approval of Consultant’s proposals for appointment of specified key staff members, etc.
If there are no effectiveness conditions, delete this and Clause SC 2.1 from the SC].
2.3 Latest time for commencement of services [insert time period, e.g.: 30 days] days after
the Effective Date.
2.4 The Contract shall expire after [insert time period, e.g.: twelve months] from the
Effective Date.
3.5 Insurance to be taken out by the Consultant.

The risks and the coverage shall be as follows:
(a) Third Party motor vehicle liability insurance in respect of motor vehicles operated
in Zimbabwe by the Consultant or its Personnel or any Sub-Consultants or their
Personnel, with a minimum coverage of [insert amount and currency];
(b) Third Party liability insurance, with a minimum coverage of [insert amount and
currency];
(c) professional liability insurance, with a minimum coverage of [insert amount and
currency];
(d) employer’s liability and workers’ compensation insurance in respect of the
Personnel of the Consultant and of any Sub-Consultants, in accordance with the
relevant laws of Zimbabwe, as well as, with respect to such Personnel, any such
life, health, accident, travel or other insurance as may be appropriate; and
(e) insurance against loss of or damage to (i) equipment purchased in whole or in part
with funds provided under this Contract, (ii) the Consultant’s property used in the
performance of the Services, and (iii) any documents prepared by the Consultant in
the performance of the Services.
Page 28 of 36
Part 3: Contract
GCC
reference
[Note: Delete what is not applicable].
3.7 Consultant’s actions requiring the Procuring Entity’s prior approval: [State any
other actions for which the Procuring Entity’s prior approval is required or state none.]
3.9 Restrictions on the future use of documents and software prepared by the
Consultant: [All plans, drawings, specifications, designs, reports, other documents and
software prepared by the Consultant for the Procuring Entity under this Contract shall
become and remain the property of the Procuring Entity. State any additional
restrictions that shall apply to the future use of these documents and software.]
3.12 Contract Administration Fee: The Contract Administration Fee set out in Part V of the
Fifth Schedule to the Regulations is due upon the signing of the Contract and the
applicable Fee is $ [State applicable fee or delete].
4.6 Resident Project Manager: [State whether a Resident Project Manager is required
and, if so, the period of residence and the terms and conditions of his residence in
Zimbabwe.
5.1 Assistance and exemptions: [State whether any exceptions are to be made to the
provisions of GCC 5.1. and any additional assistance that will be provided by the
Procuring Entity]
5.4 Services, Facilities and Property of the Procuring Entity: [State the services facilities
and property that will be made available free of charge to the Consultant and Personnel
during the period of performance of the Contract and how/when they will be made
available.]
5.6 Counterpart Personnel: [Provide information about the professional and support
counterpart personnel that will be made available free of charge to support the work of
the Consultant, including any restrictions on dates or hours of work.]
6.1 Contract Price: The contract price is [insert amount(s) and currency(ies)]
6.2(b) Type of Contract: Lump Sum /Time Based contract [Select the type of contract]
6.5(a) The following payment schedule shall apply:

[insert payment terms agreed]
[Note on payment schedules for Lump Sum contracts]
(a) The following clause is a sample only and must be amended to suit the particular
assignment; (b) if payments in different currencies do not follow the same schedule, add
separate schedules; (c) all payments should be linked to a specific event or deliverable,
Page 29 of 36
Part 3: Contract
GCC
reference
which should be determined from the TOR, but could include reports, workshops,
documents etc and (d) the payment schedule should take into account the length of the
assignment and whether the Consultant is likely to have high mobilization costs e.g.
where foreign Consultants are invited, mobilization costs may be high, as flights,
subsistence etc will have to be paid and an advance payment, or payment on inception
report should be considered, but where an assignment is only a few weeks and all
Consultants are local, full payment on completion may be acceptable.
[Sample clause for Lump Sum contracts – amend as required]
 Thirty (30) per cent of the lump-sum amount shall be paid upon submission of the
inception report.
 Fifty (50) per cent of the lump-sum amount shall be paid upon submission of the
draft final report.
 Twenty (20) percent of the lump-sum amount shall be paid upon approval of the
final report.
[Note on payment schedules for Time-Based contracts]

Payments are typically made monthly or quarterly for the actual inputs provided. The
payment schedule should be specifically drafted for each contract.
[Sample clause for Time-Based contracts – amend as required]
 Monthly payments shall be made for the actual inputs provided and reimbursable
costs incurred by the Consultant, against invoices supported by itemized statements
and supporting documentation.
 The final payment shall be made after submission and approval of the final report
and a final statement of expenditure.”]
6.5(b) The Consultants Account(s): {Consultant to insert Bank Account details for payment}
6.5(c) Advance Payment: [State whether any advance payment will be made and, if so, the
amount of such advance payment and any conditions for its use. Any advance payment
must be supported by an Advance Payment Guarantee, as at Appendix D.]
6.6(a) Payment period: Payments shall be made within 30 days from submission of a correct
payment request. [Amend as necessary]
6.6(b) Payment Documentation: The following documentation shall be required to

support request for payment: [List the full requirements for documentation to
effect payment e.g.:
Sample clause for Lump Sum Contracts
Page 30 of 36
Part 3: Contract
GCC
reference
(a) reports or other deliverables

Sample clause for Time Based Contracts
(a) timesheets for key Personnel signed by the Procuring Entity;
(b) evidence of reimbursable expenditure, including tickets, boarding passes and
other receipts
6.6(d) Interest for late payment: [State whether interest will be paid at the rate set by the
Reserve bank of Zimbabwe for payments that are delayed by more than fifteen days
beyond the due date.]
6.7 Price Adjustment: [State whether any price adjustment will be allowed and, if so, the
basis for any such adjustment.]
Page 31 of 36
Appendices for Lump Sum Contracts
APPENDIX A – STATEMENT OF REQUIREMENTS

[Note: This Appendix will include the final Terms of Reference, including the methodology and
work plan, worked out by the Procuring Entity and the Consultant during technical negotiations,
dates for completion of various tasks, place of performance for different tasks, specific tasks to be
approved by Procuring Entity, reporting requirements, list format, frequency, and contents of
reports; persons to receive them; dates of submission, etc.].
APPENDIX B - KEY PERSONNEL AND SUB-CONSULTANTS

[Note: List:
Titles [and names, if already available], detailed job descriptions and minimum qualifications of
Key Personnel to be assigned to work on the provision of consultancy services, indicating whether
foreign or Zimbabwean, number of days’ allocation and, for foreign personnel, distinguish between
home and field days allocated.
Describe any intended transfer of knowledge to consultants and other personnel in Zimbabwe and
how this transfer will be achieved].
Page 32 of 36
APPENDIX C - BREAKDOWN OF CONTRACT PRICE

[Note: List here the elements of cost used to arrive at the breakdown of the lump-sum price:
1. Daily/Monthly rates for Personnel (Key Personnel and other Personnel).
2. Reimbursable expenses.
This appendix will exclusively be used for determining remuneration for additional services].
Page 33 of 36
Appendices for Time-based Contracts

APPENDIX A – STATEMENT OF REQUIREMENTS
[Note: This Appendix will include the final Terms of Reference, including the methodology and
work plan, worked out by the Procuring Entity and the Consultants during technical negotiations,
dates for completion of various tasks, place of performance for different tasks, specific tasks to be
approved by Procuring Entity, Reporting requirements, List format, frequency, and contents of
reports; persons to receive them; dates of submission, etc.].
DESCRIBE ANY INTENDED TRANSFER OF KNOWLEDGE TO CONSULTANTS AND OTHER PERSONNEL IN
ZIMBABWE AND HOW THIS TRANSFER WILL BE ACHIEVED].
APPENDIX B - KEY PERSONNEL AND SUB-CONSULTANTS

[Note: List:
Titles [and names, if already available], detailed job descriptions and minimum qualifications of
Key Personnel to be assigned to work on the provision of consultancy services, indicating whether
foreign or Zimbabwean, number of days’ allocation and, for foreign personnel, distinguish between
home and field days allocated.
APPENDIX C - COST ESTIMATES
[Note: List hereunder cost estimates:
1. (a) Monthly rates for Foreign Personnel (Key Personnel and other Personnel)
(b) Monthly rates for local Personnel (Key Personnel and other Personnel).
2. Reimbursable expenses (items that are not applicable should be deleted; others may be
added):
(a) Per diem allowances for each of the Personnel for every day in which such
Personnel shall be absent from his or her home office.
(b) Air transport for Foreign Personnel: the cost of international transportation of the
foreign Personnel by the most appropriate means of transport and the most direct
practicable route to and from the Consultants’ home office. In the case of air
travel, this shall be by less than first class;
(d) Miscellaneous travel expenses: the fixed unit price per round trip for miscellaneous
travel expenses such as the cost of transportation to and from airports, airport
taxes, passport, visas, travel permits, vaccinations, etc.
(e) Other expenses, such as communications, printing, workshop or conference expenses
etc.]
Page 34 of 36
APPENDIX D: ADVANCE PAYMENT SECURITY

[Delete page if no Advance Payment is required in the SCC]
[The bank, as requested by the successful Consultant, must fill in this form in accordance with the
instructions indicated.]
Date: [insert date (as day, month, and year)]
Procurement Reference No: [insert reference]
[Issuing bank’s letterhead]
Beneficiary: [insert legal name and address of Procuring Entity]
ADVANCE PAYMENT GUARANTEE No.: [insert Advance Payment Guarantee no.]
We have been informed that ………. [name of the Contractor] (hereinafter called “the
Contractor”) has entered into Contract No……. [procurement reference number of the Contract],
dated [insert day and month], [insert year] with you, for the execution of ……………………..
[name of contract and brief description of Works] (hereinafter called “the Contract”).
Furthermore, we understand that, according to the Conditions of the Contract, an advance payment
in the sum of …….. [name of the currency and amount in figures] 1 (…... [amount in words]) is to
be made against an advance payment guarantee.
At the request of the Contractor, we ……... [name of the Bank]. hereby irrevocably undertake to
pay you any sum or sums not exceeding in total an amount of ……... [name of the currency and
amount in figures] * (……. [amount in words]) upon receipt by us of your first demand in writing
accompanied by a written statement stating that the Contractor is in breach of its obligation under
the Contract because the Contractor used the advance payment for purposes other than the costs of
mobilization in respect of the Works.
It is a condition for any claim and payment under this guarantee to be made that the advance
payment referred to above must have been received by the Contractor on its account number
………. [Contractor’s account number]. at ……... [name and address of the Contractor’s Bank].
The maximum amount of this guarantee shall be progressively reduced by the amount of the
advance payment repaid by the Contractor as indicated in copies of interim statements or payment
certificates which shall be presented to us. This guarantee shall expire, at the latest, upon our
receipt of a copy of the interim payment certificate indicating that eighty (80) percent of the
Contract Price has been certified for payment, or on the …... day of ………….. 2, whichever is
earlier. Consequently, any demand for payment under this guarantee must be received by us at this
office on or before that date. The Guarantor agrees to a one-time extension of this guarantee for a
period not to exceed [six months] [one year], in response to your written request for such
extension, such request to be presented to the Guarantor before the expiry of the guarantee.
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 758.
…………………………………………………..
[Seal of Bank and Signature(s)] ……………………….
Note –
All italicized text is for guidance in preparing this demand guarantee and must be deleted from the final
document.
Page 35 of 36
1 The Guarantor must insert an amount representing the amount of the advance payment denominated
either in the currency(ies) of the advance payment as specified in the Contract, or in a freely convertible
currency acceptable to the Procuring Entity.
2 Insert the expected expiration date of the Time for Completion. The Procuring Entity should note that in
the event of an extension of the time for completion of the Contract, the Procuring Entity would need to
request an extension of this guarantee from the Guarantor. Such request must be in writing and must be
made prior to the expiration date established in the guarantee.
*********************END OF DOCUMENT***************
Page 36 of 36

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REQUEST FOR PROPOSAL FOR THE SELECTION OF A CONSULTING FIRM

FOR PROVISION OF WEB HOSTING SERVICES

Grain Marketing Board

REQUEST FOR PROPOSALS

CLOSING DATE: September 16, 2021

Procurement Reference No: GMB/DOM/57/09/2021

Procuring Entity: GRAIN MARKETING BOARD

Date of Issue: September 10, 2021

Part 1: Proposal Procedures

Part 2: Statement of Requirements

PART 1: REQUEST FOR PROPOSALS PROCEDURES

1.2 Preparation of Proposals:

1.4 Preparation of Technical Proposals:

1.5 Preparation of Financial Proposals:

1.6 Basis of Pricing and Payment:

The Supply Chain Manager

Via Email to [email protected], [email protected] or

1.7 Validity of Proposals:

1.8 Sealing and marking of Proposals:

1.9 Submission of Proposals:

Time of Submission 10:00 Hours (local time).

Address for submission:

1.10 Means of acceptance:

1.11 Opening of Proposals:

1.12 Withdrawal, amendment or modification of Proposals:

1.13 Evaluation of Proposals:

1.14 Least Cost selection method

1.15 Preliminary requirements

1.15 Technical Evaluation Criteria:

Qualification of team leader 10 points PHD or better- 10 points

1.18 Recommendation for Award:

1.20 Bid Security/ Bid Bond

Option 1 ---------- A Bank Guarantee of ZWL$50 000.00 in the name of GMB.

1.21 CONTRACT ADMINISTRATION FEES

1.22 Corrupt Practices:

Declaration by the Accounting Officer

[Signed by: Q. Shangai Procurement Manager]

1.23 Technical Proposal Submission Sheet

Procurement Reference Number:

Consultant’s Reference Number:

Date of Technical Proposal:

Technical Proposal Authorised By:

Signed …………………………….. Name: …………………………………

In capacity of: …………………………….. Date: …………………….(DD/MM/YY)

Duly authorised for and on behalf of:

Corporate Seal (where appropriate)

Financial Proposal Submission Sheet (in the Financial Envelope)

Procurement Reference Number:

Consultant’s Reference Number:

Date of Financial Proposal:

Financial Proposal Authorised By:

Signed …………………………….. Name: ……………………………………

In capacity of: …………………………….. Date: …………………….(DD/MM/YY)

Duly authorised for and on behalf of:

Corporate Seal (where appropriate)

BREAKDOWN OF CONTRACT PRICE (FEES)

Breakdown of Contract Price Authorised By:

Signed …………………………….. Name: ……………………………………

In capacity of: …………………………….. Date: …………………….(DD/MM/YY)